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Sending communications

Branded emails to crew, artists, touring parties, guests and suppliers.

Communications sends emails to the people already in your workspace: crew, artists, touring parties, guestlists and suppliers. There's no list to export or upload; you choose who from the data you already hold. It's available in Festival workspaces.

Creating a communication

  1. Go to Communications and click New communication.

  2. Give it an internal Name and a Subject.

  3. Set the From name and, if you want replies to go somewhere specific, a Reply-to address.

  4. Write the body, or choose Use template to start from one of your templates.

  5. Add recipients (below).

  6. Send yourself a test, then click Send.

Personalising

Use merge tags in the body and they're filled in for each person: {{first_name}}, {{full_name}}, {{artist_name}}, {{supplier_name}} and {{event_name}}.

Choosing recipients

Build your audience from one or more groups:

  • All Crew

  • All Artists

  • Touring Party (all artists)

  • Guestlist (all artists)

  • Suppliers

  • Supplier Points of Contact

Choose a group, narrow it with the filters that appear (artist tags or advance status, for example), and click Add to recipients. Add as many groups as you need.

Each person is only emailed once. If someone appears in two groups, the duplicate is removed. People with a missing or invalid email are skipped. Click a group to see exactly who was added, removed as a duplicate or skipped, and why.

The recipients list shows every name, email, source and artist or supplier. Remove anyone individually, or add them to Exclusions to keep them off this send.

Testing

Enter your own address under Send a test email and click Send test. Only you receive it.

Sending

Click Send and confirm the number of recipients. Once a communication is queued it's locked, and Send progress shows how many have been sent and how many failed.

If some fail, Retry failed recipients sends to them again, skipping invalid addresses. Export logs (CSV) downloads the delivery record for every recipient.

Templates

Click Templates to build reusable emails, such as your arrival information or a show day reminder. Applying a template fills in the subject and body, which you can then edit.

Who can use it

Communications has separate permissions for viewing, creating, editing, sending, managing templates and viewing delivery logs, so drafting and sending can sit with different people.